4 Essential Business Phone Etiquette Tips
Conversing over the phone is an art. To be able to convey the message effectively and accurately is really a challenge when the other person can only hear your voice. Effective communication over phone is especially crucial in this digitally competitive world, which has fostered globalization to a large extent.
Managing clients over the phone is almost part of every employee’s job in most areas. Read ahead and find some easy ways to ensure that you carry out an effective and impressive telephone communication from now on.
1. Basic introduction is a must
Even if you are a regular caller to the destined number, it is wise to introduce yourself to the listener after extending a general greeting. You must also confirm that the receiver is the right person. The next best thing to do would be to ask if the listener can spare you a few moments and once you get a nod from the other end, proceed with the actual conversation.
2. Preparation is necessary
Before dialing the number, take a notepad and write down what you want to talk, preferably in points. It is one of the most effective techniques to ensure that you do not leave out anything, and are not compelled to jog your memory during the conversation. Also, having a notepad and pen ready before making the call could come handy when you want to make notes about what the other person is saying.
3. Acknowledgement helps
A communication is deemed to be perfect only when the listener can acknowledge and understand what is being said completely. To ensure this, it is wise to summarize the whole conversation in a few words, or ask the listener to do so. This will ensure that both of you are on the same lines and nothing has been left out.
4. During conference calls
If the telephone conversation is a meeting and so there are more than two people, then you must identify yourself every time you wish to say something. Also, ensure you have a neutral tone and accent through out the phone call. Remember, clarity of speech is a necessity in any phone conversation. If you are hosting the meeting, give a quick overview of the call, and also introduce the participants in the call.
Knowledge and usage of such basic yet essential telephone etiquette can take you a long way in your career.